Contract Management Specialist

1 week ago

Austin, Texas, United States Ferrovial Full time
About us:

Ferrovial is one of the world's leading infrastructure operators, committed to developing sustainable solutions.

Our company operates in more than 15 countries and has a workforce of over 24,000 professionals worldwide. Ferrovial is listed on the Spanish stock exchanges and in the Netherlands on Euronext Amsterdam and is a member of Spain's blue-chip IBEX 35 index, the Dow Jones Sustainability Index and FTSE4Good.

The aim of Ferrovial Corporation is to design the Company's strategy, establishing global policies, guidelines and action guides related to the different functional areas of the Organization (Internal Audit, Finance, Human Resources, Legal, IT, Innovation, etc.), which subsequently are developed and adapted to the specificities of each Business Unit. Additionally, it performs a function of providing corporate services to the different companies of the group, while consolidating its information.

Job Description:

This role is responsible for managing administration of contract management system for the company. Specifically, it will support the entire contract administration process for the Toll Systems Department and General Services. This includes reviewing, negotiating, updating, and finalizing contracts, as well as ensuring compliance with contractual obligations and managing contract-related issues. This role will work closely with various stakeholders, including legal and department managers, to ensure the successful execution of contracts. This position also provides training, will be the point of contact for any questions regarding the management of the system and the use within other departments.

Essential Duties and Responsibilities:
  • Work in a contract administrative role to ensure that all paperwork is drafted and implemented, as per national and company-wide policy compliance policies. The candidate will manage the contract lifecycle from start to finish.
  • Create and maintain a contract management system internally to simplify the workflow related to contracts.
  • Maintain rigorous records for correspondence and documentation in relation to established contracts and those in progress (change orders, amendments, deliverables). Ensure the traceability of all documents to the contract.
  • Inform parties involved in contract negotiations (project managers, legal, customers and vendors) to renewals or extensions and tracking all formal communications between Cintra and various accounts.
  • Review and management of new and pending invoices.
  • Work with the compliance manager to ensure that the processes and the evidence of the different controls established by the company are properly registered and available.
  • Make sure that the key documents of the company are properly stored in the main repository and the latest versions are available.
  • Responsible for maintaining auditable records in an organized and systematic way
  • Establish a documented procedure to define the controls needed for the identification, storage, protection, retrieval, retention, and disposition of records.
  • Prevent unintended use of obsolete documents and apply suitable identification to them if they are retained for any purpose.
  • Control receipt of documentation and records for the purpose of centralized collection, distribution, filing, and tracking of project related documents
  • Maintain distribution lists and distribute project related documents to appropriate parties for review, comment, or approval within applicable timeframes.
  • Provide system administration of document control software, maintenance of security and groups, and training of personnel, troubleshooting and reporting any system errors with loss of functionality to IT support systems.
  • Assist others in the retrieval of archived documents.
  • General Services support will include management of fleet contracts, renewals of excising agreements for printers, cellphones, lease agreements, global mobility, furniture, general office appliances and on-going contracts.
  • Performs other duties as the supervisor may deem necessary.
Qualifications (Knowledge, Skills & Abilities):

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required to fulfill those duties.

Education & Experience:
  • Bachelor's degree or equivalent relevant experience
  • 3+ years of experience working in a contract management and document control environment.
  • Working knowledge of contract management systems or software is a plus.
Professional Qualities:
  • Extremely organized, detail-oriented, and systematic
  • Ability to work independently and interact with colleagues in a self-managed team structure.
  • Must be able to multitask, problem solve and implement innovative processes within a fast-paced environment.
Computer Skills:
  • Demonstrate computer proficiency with Microsoft Office software (e.g. Microsoft Excel, Word, PowerPoint, SharePoint, etc.) and other PC-based programs (e.g. Adobe Acrobat)
  • Familiarity and documented prior work experience with one or more electronic document management system software programs.
Work Environment & Physical Demands:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  • This is an external contract position through our third-party staffing partner. The position is full-time and a permanent assignment to Cintra, with no specific end date of the contract.
  • The noise level in the office environment is usually quiet, the noise level in the field environment may be elevated or loud and use of hearing protection may be required.
  • The employee must occasionally lift and/or move up to 10 pounds.
  • Specific vision abilities required by this job include the ability to adjust focus as necessary to meet the essential duties and responsibilities defined above.
  • While performing the duties of this job, the employee is regularly required to see, talk, and hear.
  • The employee is frequently required to stand, walk, climb, and/or sit. Site investigation and inspection may involve crossing steep and/or uneven terrain and exposure to heights necessitating the use of fall protection.
  • The employee may be exposed to the weather: sun, change in temperature, cold, heat, rain, etc.

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